One template will be marked as default denoted by a white star in a purple circle.
Create New Template
Click ” + New Template”
One pre-loaded templates will open for you.
If required, from the Default Template layout field, choose another template and begin.
Once template will be marked as a default template. This is the template that will be auto-applied to the document unless changed. This is indicated by a white star in a purple circle.
Customization in the following sections:
Template Details- basic layout of the document and major customizations in font, alignment, theme, etc.
Organization Details- Details of the seller’s organization
Customer Details- enter customer’s details
Document Details- enter data to be added on the document
Table Details- Information about the item and related details
Summary Details- Includes final payment details such as discount, T&C, shipping details etc.
Template Properties
This is the blueprint of the document.
The template name is a mandatory field to be filled.
Add/edit basic details of the template; name, layout, etc.
Template Design
Major stylistic customizations made in this section, such as font, font size, title color, etc.
All changes in this section are optional.
Template Information- Mandatory and Optional Fields
Template Information section covers the major information to be added to the document.
Mandatory fields carry basic data that must be provided on the document. They are:
Due Date
Quote/SO/Invoice Date
TRN (Transaction Reference Number)
Short-Code
Optional Fields
Other fields in this section are optional- Donated by a check box beside the field.
If checkbox is ticked, information must be provided for that field.
If checkbox is not ticked, that section will be removed from document.
Make adjustments and customizations.
After making changes, click “Refresh” if you want to preview
Click “Save” to confirm
Rename the template before you save. Or you will receive an error message.
This is because a pre-loaded template is used each time you click +New Template to begin customization.
Manage Templates
Mark as default
Click ⋮ 3 dots
Select Set as Default
Update Template
Click ⋮ 3 dots
Select Update
Make changes
Click Save
Please note
All templates share same creation/management workflow.
Custom templates created by users can be set as default.
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Invoices are official documents generated after a sale is completed, detailing the products or services delivered along with payment terms. They help businesses track receivables, manage cash flow, and maintain financial accuracy. With Zhylar, invoices can be created directly from deals or sales orders. This ensures a seamless transition from closing a deal to collecting payment. Everything operates within one centralised system.
Here, a list of all the invoices added to the system will appear.
Getting Started
Add New Invoice
An Invoice can be added to the system in several ways.
Invoice Module
Click + New Invoice
A new page will open.
Fill out the required details.
Company: Select or add a company to whom this invoice is being sent
Contact: Add contact from that company
Owner: Owner is the person who created the document or to whom it is assigned
Invoice Date: Date on which invoice was created.
Payment Terms: Select or add payment terms
Due Date: Due date for payment
Subject: Optional field
Exchange Rate: Based on company selection, the exchange rate will be populated automatically. You can also manually adjust the exchange rate at the document level itself.
Invoice Items: Add items to the invoice with a single click.
Modify quantity and unit price
Zhylar supports the primary and secondary UOM concept. You can specify quantity in any of the primary or secondary UOM. Additionally, unit price can be specified in any of the primary or secondary UOM.
Discount: This field is visible only if line discounts are enabled for your organization. You can specify the discount either as a percentage or as a fixed amount.
Tax Rate: The tax will be preloaded based on the item selected. It is defined during the creation of the item. You still have the option to change the tax that is applied to the selected item.
Amount: Amount will be calculated based on Quantity * Unit Price – Discount
Terms & Conditions: T&C can be selected from the defined T&C templates or can be typed manually as per your need.
Notes: Any notes about the document to displayed to customer.
File Upload: This is to upload related files along with documents.
Save as Draft (edit later)
Save & Send (send immediately)
Shortcut (Header)
A new invoice can also be added by clicking the + sign next to the profile. All following steps remain the same.
Companies Module
From the Companies module, click open the company to whom you want to send an Invoice.
Go to Invoice tab.
Select +New Invoice
From Deal
An Invoice can also be created from a Deal.
Go to Deals module.
Click open the Deal for which you want to make an Invoice.
Go to View Deal.
Click Create.
Select Create Invoice.
Update Invoice
Click on the ⋮ 3 dots
Select Update (or View)
Make changes
Save (draft) or Save & Send
An Invoice can be updated at any stage except if it is marked as Cancelled.
Delete Invoice
Meaning: Permanent removal, irreversible
Steps:
Click Delete (document can be deleted at any time)
Confirm deletion prompt.
If invoice is linked with other modules, all interlinking will be deleted as well.
An Invoice against which some payment has been made, e.g., partially paid, cannot be deleted.
Clone Invoice
To clone an existing Invoice,
Click on the 3 dots at the end of the Invoice you want to clone.
Click on Clone.
Your Invoice will be cloned immediately and automatically.
Print/Download Invoice
To download/print an Invoice,
Open the Invoice you want to print/download.
Click on the 3 dots on the right-hand side.
Click on “Print” or “Download” depending on what you want to do.
Your download will begin automatically.
If you want to print, you can give the command.
Invoice Lifecycle (Stages & Actions)
An Invoice lifecycle refers to the complete journey of an invoice—from creation to closure. It starts in the Draft stage, moves to sent and progresses through Unpaid, Partial, Overdue, or Paid stages. Each stage reflects the invoice’s status and helps monitor payments and follow-ups efficiently.
Let us learn more in detail about the invoice life cycle in the Zhylar system.
Draft Stage
An invoice has been created in your Zhylar system. It is not yet sent to the customer.
Available actions:
View: View the details of the document.
Update: Make changes to an existing invoice if required.
Clone: Make a copy of the deal that you can edit for further use.
Download: Download a copy of the invoice to your device in PDF format.
Delete: The invoice document is deleted from the system.
Mark as Sent: Sends the invoice to the customer, moving it to the next status.
Sent
Invoice has been sent to the customer. (Awaiting response)
Available actions:
View: View the details of the document.
Update: Make changes to an existing invoice if required.
Clone: Make a copy of the deal that you can edit for further use.
Download: Download a copy of the invoice to your device in PDF format.
Delete: The invoice document is deleted from the system.
Mark as Rejected: The client has rejected this invoice.
Cancelled
This invoice has been withdrawn internally. Invoice Cancellations are allowed after sending but before payment. A paid invoice cannot be cancelled.
Available actions:
View: View the details of the document.
Clone: Make a copy of the deal that you can edit for further use.
Download: Download a copy of the invoice to your device in PDF format.
Delete: The invoice document is deleted from the system.
Payment status
An invoice’s payment status indicates whether the full invoice amount has been paid, partially paid, or remains unpaid.
Partially Paid
Only a part of the total transaction amount has been paid.
Available actions:
View: View the details of the document.
Update: Make changes to an existing invoice if required.
Clone: Make a copy of the deal that you can edit for further use.
Download: Download a copy of the invoice to your device in PDF format.
Paid
The complete payment for the order has been processed.
Overdue
The due date for clearing the payment has been missed.
Invoice Details
When you click open any invoice, you will be provided with a wholistic inside-out-view of the invoice in your system. This includes:
PDF view– Final invoice layout
Activities: Add/Track activities like calls and meetings for this transaction
Notes– Make/Update notes
Emails– Show email history in reference to this invoice.
Items– All items added to this invoice.
Documents– SO/Invoice created from this invoice.
Files– Check files attached to this invoice.
History– Track creation/update history
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Quote revision lets you update or modify an existing quote when customer requirements change. You don’t need to start from scratch. You can duplicate the original quote and adjust it. This keeps track of all versions in one place. This ensures transparency, faster negotiations, and makes it easier to finalise and convert the approved quote into a sales order.
In the Zhylar system, please note:
Only a quote in sent stage can be revised.
Open Sent quote
Click Create Revision
Make changes
Update Quote (save draft)
Save & Send (resend)
Revised versions will be denoted by R# following the document series code.
E.g., quote document with ID QT-0007 is revised thrice, the revised documents will be saved as:
QT-0007- R1
QT-0007-R2
QT-0007- R3
Quotes List View only shows the latest active version. Example: Accepted/Sent quotes appear.
All other versions will be moved to archive.
You can switch between quote versions in Quotes View tab.
To see all versions:
Go to Companies.
Click the relevant company.
Select the Quotes tab.
View all versions in list view
This is done to avoid clutter in main list.
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Quotes are formal price proposals you create and share with customers based on their requirements. A quote includes details like products or services, quantities, discounts, taxes, and total value. With Zhylar, you can generate, revise, and send quotes directly from deals. This helps you respond quickly to customers and manage negotiations. It also allows you to move smoothly towards order confirmation.
A Quote can be added to the system in several ways.
Quotes Module
Click + New Quote
Fill required details
Fill out the required details
Company: Select or add a company to whom this quote is being sent
Contact: Add contact from that company
Owner: Owner is the person who created the document or to whom it is assigned
Quotation Date: Date on which quote was created.
Payment Terms: Select or add payment terms
Expiry Date: The date on which the quote will expire (client must respond before expiry date)
Subject: Optional field
Exchange Rate: Based on company selection, the exchange rate will be calculated automatically. You can also manually adjust the exchange rate at the document level itself.
Quote Items: Add items to the quotation with a single click, selecting items from the product catalogue
Modify quantity and unit price
Zhylar supports the primary & secondary UOM concept. You can specify quantity in any of the primary or secondary UOM. The unit price can also be specified in any of the primary or secondary UOM.
Where Secondary UOM has been added, you can click on the downward facing arrow. Select which UOM you want to use for this Quote.
Discount: This field is visible only if line discounts are enabled for your organization. You can specify the discount either as a percentage or as a fixed amount
Tax Rate: The tax will be pre-loaded based on the item selected. It is defined during the creation of the item. However, you still have the option to change the tax that is applied to the item selected.
Amount: Amount will be calculated based on Quantity * Unit Price – Discount
Terms & Conditions: You can select T&C from the defined T&C templates. Alternatively, you can type them manually as per your need.
Notes: Any notes about the document to displayed to customer.
File Upload: This is to upload related files along with documents.
Save as Draft (edit later)
Save & Send (send immediately)
Shortcut (Header)
A new quote can also be added by clicking the + sign next to the profile. All following steps remain the same.
Companies Module
From the Companies module, click open the company to whom you want to send a Quote.
Go to Quotes tab.
Select +New Quote
From Deal
A Quote can also be created from a Deal.
Go to Deals module.
Click open the Deal for which you want to make a Quote.
Go to View Deal.
Click Create.
Select Create Quote.
Update Quote
Click on the ⋮ 3 dots
Select Update (or View)
Make changes
Save (draft) or Save & Send
A Quote can be updated at any stage except if it is marked as Rejected or Cancelled.
Delete Quote
Meaning: Permanent removal, irreversible
Steps:
Click Delete (document can be deleted at any time)
Confirm deletion prompt.
If Quote is linked with other modules, all interlinking will be deleted as well.
Quote Lifecycle (Stages & Actions)
Defines stages from creation to acceptance, rejection, invoicing, or deletion. Teams can thus streamline quotations and prevent manual errors.
Draft Stage (Unsent)
Meaning: Prepared quote has not been sent
Actions:
View: Check quote details
Update: Edit if needed
Clone: Make a copy (can be edited)
Download: Save as PDF to your device
Mark as Sent: Send to customer
Delete: Remove if not required
Sent (Awaiting Response)
Meaning: Sent to customer, pending reply
Actions:
View/Update/Clone/Download/Delete
Mark as Accepted: Customer has agreed
Mark as Rejected: Customer has declined
Mark as Cancelled: Offer withdrawn internally
Accepted (Customer Approved)
Meaning: Quote approved by customer
Actions:
View/Update/Clone/Download/Delete
Convert SO: Create sales order
Convert to Invoice: Bill directly > No SO created
Mark as Cancelled: Revoke post-approval
Ordered (Sales Order Created)
Meaning: Quote → Sales Order
Actions: View/Update/Clone/Delete/Download
Invoiced (Billed to Customer)
Meaning: Quote → Invoice directly
Actions: View/Update/Clone/Delete/Download
Rejected (Customer Declined)
Meaning: Quote refused, status cannot be changed
Actions: View/Update/Clone/Download/Delete
Cancelled (Withdrawn by Seller)
Meaning: Offer revoked internally, status cannot be changed
Actions: View/Update/Clone/Download/Delete
Quote Revision
On the Zhylar platform, you can make Quote Revisions. Read about how to make and maintain Quote Revisions in detail.
Clone a Quote
Click ⋮ 3 dots > Clone
Copy created instantly. You can edit it before saving/sending.
Clone can be edited and/or sent out immediately.
A clone can be created at any stage.
Print/Download Quote
Click on ⋮ 3 dots > Print/Download
Document saved to device in PDF format
Mark as Rejected/Final
Click ⋮ 3 dots > Mark as Rejected/Final
Final quotes → SO/Invoice
Rejected status is permanent
Sorting and Filter
Universal Search
Use search bar for quick searches
Finds matches across all fields
Sorting
Click column headers to sort by:
Date
Doc No
Company
Expiry Date
Sales Person
Amount
Status
Filter
For a more detailed search, use the Filter button to get precise results.
Quote Templates
Quote templates are pre-designed formats. They auto-fill customer and other details. This enables fast, error-free quote generation. These templates save time and accelerate sales. (template document to be linked)
Quote Details
When you click open any quote, you will be provided with a wholistic inside-out-view of the quote in your system. This includes:
PDF view– Final quote layout
Activities: Add/Track activities like calls and meetings for this transaction
Notes– Make/Update notes
Emails– Show email history in reference to this quote.
Items– All items added to this quote.
Documents– SO/Invoice created from this quote
Files- Check files attached to this quote.
Quote Timeline– Track creation/update history
Please note
Quote can be deleted at any stage.
Deleted quotes cannot be restored
Cancelled ≠ Rejected (internal vs. customer action)
Discover how Zhylar can streamline your sales and elevate your business processes. Visit our website or book a demo today to experience the difference!
